Parent Handbook

Welcome to Honey Bee Academy

We are so glad you chose us to be part of your child's earliest years. At Honey Bee Academy, every day is designed to be safe, joyful, and full of discovery. We believe that children learn best through play, and we are here to make sure your child thrives — socially, emotionally, physically, and cognitively.

Please read through this handbook carefully. It contains everything you need to know about our policies, procedures, and what to expect as part of our HBA family. If you ever have questions, we are always just a BrightWheel message, text, or call away.

Mission Statement

The mission of Honey Bee Academy is to provide a safe, stimulating, and nurturing environment for children ages six weeks to five years old. Our focus is to offer an encouraging educational experience that promotes social, emotional, physical, and cognitive development. Committed to the families we serve, we give parents complete peace of mind while setting the standard for quality childcare in our community.

Vision Statement

Our vision is both present-focused and future-looking. Today, we want every parent to feel confident in their childcare choice — knowing their child is safe, engaged, and smiling. Looking ahead, we want each child to look back at their time with us as a cherished and formative part of their childhood.

Our Commitment to You

Honey Bee Academy exists to offer children the care, comfort, fun, and safety they deserve — and to give parents the peace of mind that comes from knowing their child is in the best of hands.

We are your partner in your child's growth. We are transparent in our programs and curriculum, we continuously self-assess and seek to improve, and we make open communication a cornerstone of everything we do. Each day brings a new adventure, and we are committed to ensuring every child experiences the warmth of a truly caring environment.

Curriculum & Approach

Honey Bee Academy is a play-based program. For our Worker Bees (ages 3–5), we complement our play-based approach with The Learning Experience curriculum — a structured, research-backed program that enriches early childhood development through themed learning, age-appropriate activities, and intentional skill-building. Our teachers weave this together with hands-on exploration including movement, art, music, storytelling, and sensory play.

We believe children are natural learners, and our role is to create the conditions for curiosity and joy to flourish.

Hours & Age Requirements

Children must be able to function within age-appropriate staff-to-child ratios as required by Virginia licensing standards. Staff-to-child ratios are maintained in accordance with 8VAC20-780-350.

Enrollment Requirements

All of the following documents are required one week before your child's first day. Enrollment cannot begin until all paperwork is complete.

Deposit & Tuition

We offer flexible payment options to fit your family's needs.

Deposit

• The deposit is equal to two (2) weeks of your weekly tuition rate.
• The deposit is applied to your child's last two weeks of care and is non-refundable.
• If you commit to monthly payments, your deposit is waived.
• Pregnant families seeking to hold a spot: a deposit is required. If your start date is more than two weeks away, 50% tuition is due to hold the space until two weeks prior, at which point regular tuition begins.

Tuition Rates — Full Time (7:00 AM – 6:00 PM)

* Drop-in care is capped at 7 hours per day and is subject to availability. Call on the day you need care.

Tuition Policy

Weekly tuition is due every Friday by 6:00 PM for the following week. Monthly tuition is due on the 1st or 15th of each month.

Accepted payment methods: BrightWheel App (ACH preferred). Credit cards are accepted; processing fees are passed to the payee.

Late Pick-Up Fees

Late fees must be paid at pick-up, or no later than the following morning at drop-off. We use the BrightWheel timestamp to confirm the fee amount.

If we have not received a phone call about a late pick-up, a staff member will attempt to contact the parent/guardian and then the emergency contacts on file. If no contact is made within one hour of closing, the child will be turned over to the Prince William County Police Department. This procedure also applies during emergency closures.

Repeat late pick-up may result in dismissal at the Owner's discretion.

Cancellation Policy

Written notice is required at least two (2) weeks prior to your child's last day of attendance. Your deposit on file covers the final two weeks of care.

Arrivals & Departures

• An adult must accompany each child inside the building at drop-off.
• Each child must be signed in and out daily via BrightWheel.
• Please be prepared to show photo identification.
• A child will only be released to a parent, legal guardian, or an adult listed on the child's authorized pick-up list. Written advance notice from the parent/guardian is required to release a child to anyone not on this list.
• Parents and guardians are welcome to visit at any time. Extended visits must be pre-approved by the Director or Owner.

Transportation Policy

Honey Bee Academy does not provide transportation of any kind. All drop-off and pick-up is the responsibility of the child's parent or guardian.

Prince William County Public Schools & Surrounding Counties | Staff Policy

For parents who are teachers or staff with Prince William County Public Schools, or with a public school division in a surrounding county or city, and who work on a summer break schedule, your child's enrollment slot is reserved through the summer. To maintain your slot:

• Your financial responsibility during summer break is 50% of your weekly (or monthly) tuition rate.
• For Spring and Winter school breaks, your full tuition rate applies — no discount is provided.
• Drop-in care is available during summer break with advance notice.

If you are unsure whether your school division qualifies, please ask the Owner before your break begins so we can confirm your rate in writing.

Food Policy

Honey Bee Academy provides breakfast, lunch, and afternoon snack daily. Our menu meets Virginia State Licensing requirements, and we participate in the USDA Child Care Food Program.

At 8:45 AM, all food is put away and tables are sanitized per licensing requirements. Children who arrive after 8:45 AM may not have enough time to finish breakfast. If this is the case, please feed your child before arrival.

Please do not send children to daycare with food or drinks in hand. All food brought in for celebrations or class parties must be in an original, sealed, store-bought container with a visible ingredient list.

Closings & Scheduled Vacations

A full calendar of closings is included at the end of this handbook. HBA is permitted up to three (3) paid staff vacation weeks per year: two consecutive weeks in Spring/Summer and one week in Winter. These dates are announced at the beginning of each year so families can plan accordingly.

Beginning in 2026, HBA is also permitted up to five (5) paid personal/PTO days annually, if needed. Any known dates will be noted in our closing calendar as early as possible.

Tuition is not prorated for federal holidays, HBA vacations, HBA PTO days, personal family vacations, inclement weather days, or days when your child is absent due to illness.

Inclement Weather

• If Prince William County Public Schools have a delay, HBA will open on a corresponding delay (typically opening between 8:00–10:00 AM) to allow staff time to safely prepare the facility.
• If PWCS is fully closed, HBA will remain open, though a delay may apply.
• Weather-related updates will be sent via BrightWheel and posted to our Facebook and Instagram pages.

Health Policy

We are committed to maintaining a healthy environment for all children and staff. To protect our whole community, sick children must be kept home or picked up promptly.

Please notify the Owner if your child will be absent for three or more consecutive days.

Return-to-Care Requirements

All known allergies or medical conditions that may limit a child's participation in activities must be disclosed to staff. Please update us any time your child's health needs change.

Medication Policy

Staff may administer prescription and non-prescription medication to a child only when a completed Medication Authorization Form is on file. All medication is administered in accordance with labeled instructions and our staff's Medication Administration Training (MAT) certification, as required under 8VAC20-780-510.

Authorization Requirements

• Medications needed for fewer than 10 days: parent/guardian signature required.
• Medications stored or administered for more than 10 days: both parent/guardian AND physician signatures required.
• Emergency medications (Epi-Pens, inhalers): a completed Emergency Action Plan signed by parent/guardian is also required.

Medication Requirements

All medication must:

• Be in the original container with the prescription or manufacturer's label attached.
• Be labeled with the child's name, medication name, dosage, and time(s) to administer.
• Not be expired.
• Be brought in and checked in by a parent or guardian — staff cannot accept medication from a child.

HBA will notify you when a Medication Authorization Form is nearing its expiration date. Medications will be returned to parents on the date of expiration.

Over-the-Counter Skin Products

Staff will apply sunscreen, diaper ointment/cream, insect repellent, or other OTC skin products to a child with written parent/guardian authorization. This authorization is included in the Registration Form. Products must be provided by the parent and clearly labeled with the child's name.

Safe Sleep & Infant Safety

The safety of our youngest children is our highest priority. In accordance with Virginia standards (8VAC20-780-40K) and best practices from the American Academy of Pediatrics:

• All infants are placed on their backs to sleep, in their own crib or play yard, on a firm, flat surface.
• No soft bedding, bumpers, pillows, or toys are placed in sleeping areas.
• Infants are never left unattended in bouncers, swings, or car seats for sleep.
• Staff are trained in Shaken Baby Syndrome / Abusive Head Trauma (SBS/AHT) prevention, safe sleep practices, and Sudden Infant Death Syndrome (SIDS) awareness.
• Any parent wishing to discuss their infant's specific sleep needs is welcome to speak with the Director.

Injury Prevention & Reporting

HBA maintains written injury prevention procedures that are reviewed at least annually. Our playground and indoor activity areas are inspected regularly to identify and address hazards.

In the event of an injury:

• Staff will administer first aid as appropriate.
• Parents/guardians will be notified of any injury — minor or serious — as soon as possible.
• All injuries are documented in an Incident Report, available to parents upon request.
• Serious injuries will be reported to licensing authorities as required by Virginia law.

All staff maintain current First Aid and CPR certifications appropriate for the ages in their care, as required under 8VAC20-780-530.

Emergency Procedures

HBA maintains a written Emergency Preparedness Plan covering fire, severe weather, lockdown, shelter-in-place, and other emergency scenarios. This plan is available to the public upon request.

In any emergency, staff will:

• Follow the Emergency Preparedness Plan and prioritize child safety.
• Contact parents/guardians directly as soon as possible.
• Contact designated emergency contacts if parents/guardians are unreachable.
• Contact Prince William County Police if a child is not picked up within one hour of a mandatory closure.

Please ensure your emergency contact information in BrightWheel is always current.

Communication

BrightWheel is our primary communication platform for daily updates, incident reports, invoices, and announcements. Please ensure the app is installed and notifications are enabled.

For questions or concerns, reach us by BrightWheel message, text, call, or email. If we cannot answer immediately, leave a message and we will respond as soon as possible.

Lines of Authority

For general questions or concerns, please contact the Lead Teacher or the Owner. For billing and payment questions, please contact the Owner directly.

Behavioral Guidance

HBA views discipline as a teaching opportunity. Our approach is always positive, constructive, age-appropriate, and focused on guiding children toward appropriate behavior rather than punishing them.

To support each child's physical, intellectual, emotional, and social development, our staff:

• Respect each child's personal privacy and dignity.
• Respect differences in cultural, ethnic, and family backgrounds.
• Encourage children's decision-making abilities.
• Promote cooperative, respectful ways of interacting.
• Encourage independence and self-direction.
• Apply expectations consistently and fairly.

Disciplinary Steps

For non-physical misbehavior (examples: yelling at staff, grabbing toys, repeatedly not following instructions) — Staff will redirect the child and offer an alternative activity or behavior. Depending on the child's age and the severity of the behavior, a brief break from the activity may be used to help the child regain self-control.

For physical misbehavior (examples: hitting, kicking, biting) — Staff will implement an immediate break from the activity and notify the parent/guardian. Serious incidents may result in immediate dismissal from the program.

Forbidden Staff Actions

In compliance with Virginia standards (8VAC20-780-410), the following actions are strictly prohibited:

• Any form of physical punishment — including striking, rough handling, shaking, restraining movement through binding or tying, forcing uncomfortable positions, or using exercise as punishment.
• Enclosing a child in a small or confined space (standard equipment such as cribs, play yards, and highchairs used for their intended purpose are not included in this prohibition).
• Allowing one child to punish another child.
• Separating a child from the group in a way that removes them from a staff member's sight and hearing.
• Withholding or forcing food or rest.
• Using verbal remarks that are demeaning or humiliating to a child.
• Punishing a child for toileting accidents.
• Applying unpleasant or harmful substances as punishment.

Program Dismissal Policy

The Director and Owner are responsible for the safety of every child and staff member. Serious or ongoing misbehavior that puts others at risk may result in dismissal from the program.

Progression for serious misbehavior (e.g., hitting, biting):

• First offense — Teacher documents the incident and notifies parent/guardian.
• Second offense — Teacher documents and notifies Director/Owner. Director/Owner speaks with parent/guardian.
• Third offense — Teacher documents and notifies the Director/Owner, who will determine whether the child is removed from the program.

This progression may be modified at any time based on severity. The Director and Owner reserve the right to dismiss a child at any time. No refunds are issued upon dismissal.

Dismissal may also result from: non-payment, repeated late payments, failure to maintain required licensing paperwork, or repeated late pick-up.

Additional Policies

Child Abuse & Neglect Reporting

Photo & Social Media Policy

Honey Bee Academy may photograph or video children for internal documentation and educational purposes. With your written consent (included in the Enrollment Agreement), we may also share photos on our private, password-protected family communication channels or our social media accounts (Facebook and Instagram).

You may withdraw consent at any time by notifying us in writing. We will never share images of your child with outside parties or for commercial purposes without explicit permission.

Drop-In Care

Drop-in care is available at $125/day, up to a maximum of 7 hours per day, when space is available. All standard policies in this handbook apply to drop-in visits.

• Schedule a tour first to be added to our drop-in list: www.honeybeeacademy.co
• Call or text on the morning you need care to check availability — we cannot guarantee space in advance.

Please bring a labeled bag containing:

• Change of clothes (labeled)
• Bag of wipes
• At least 5 diapers (if not potty-trained)
• Formula or breastmilk (if under 1 year)
• Two empty bottles (if still taking a bottle)

Miscellaneous Information

• Label all belongings with your child's full name. We are not responsible for missing items.
• Bring at least 2 spare sets of clothing to keep at the center.
• Dress children in comfortable, weather-appropriate clothing.
• Children must wear closed-toe shoes every day for outdoor play.
• No-shoe zone: children may bring "house" slippers to keep in their cubby and switch into when indoors.
• Monthly supply donations are appreciated: a pack of wipes, box of tissues, roll of paper towels, or hand soap.

2026–2027 Closings & Holidays

Please make child care arrangements for the dates below. Dates are subject to change with at least two weeks' notice. ★ indicates an HBA vacation or personal day.

Snow Days & Weather Delays

Inclement weather updates are sent via BrightWheel and posted to our Facebook and Instagram pages.